Landscape Estimator

Job Overview
The Landscape Estimator is responsible for preparing accurate and competitive estimates for commercial and high-end residential landscape projects. This includes design-build installations, enhancements, hardscapes, softscapes, irrigation, and lighting, as well as preparation of standard maintenance proposals. The Estimator interprets project documents, performs site evaluations when necessary, calculates costs, and utilizes the company’s STACK estimate software to prepare comprehensive, budget-minded, formal proposals. The Landscape Estimator is also responsible for developing and managing all job budgeting for client projects.

An additional key component of the role includes reviewing and qualifying new leads as they come in from multiple outlets, then presenting the most promising opportunities to senior management for approval and pipeline prioritization.

Key Responsibilities

1. Estimating, Takeoffs & Budget Creation

• Perform on-site measurements and assessments to determine quantities and site conditions.
• Read and interpret landscape plans, construction drawings, surveys, and specifications.
• Calculate labor, material, equipment, subcontractor, and overhead costs for all landscape components.
• Request and compare vendor and subcontractor pricing to ensure competitive cost inputs.

2. Proposal & Bid Preparation

• Create clear, detailed, and professional proposals for commercial clients, residential clients, and general contractors.
• Utilize the company’s STACK estimating software to upload plans, add materials to the Items Library (create Assemblies), create Takeoffs, and prepare final, professional-grade proposal.
• Prepare bid packages, cost breakdowns, and scope clarifications.
• Ensure proposals align with company profit requirements and production capabilities.
• Submit proposals on time and manage all necessary follow-up communications.

3. Job Budget Establishment, Creation, and Management

Develop comprehensive job budgets, including:

• Labor hour projections
• Material and equipment allocations
• Production rates
• Margin and markup structure
• Profitability targets
• Maintain organized and accurate digital records of all estimates and budgets within STACK platform.
• Request and compare vendor and subcontractor pricing to ensure competitive cost inputs.

3. Lead Review & Opportunity Qualification

• Evaluate new incoming leads from all channels (referrals, bidding databases, sales).
• Conduct preliminary assessment of project scope to determine compatibility, budget alignment, and feasibility.
• Organize, categorize, and track leads in Asana.
• Prepare concise lead summaries and present high-value opportunities to senior management for go/no-go decisions.

4. Collaboration & Internal Coordination

• Work with Designers, Project Managers, Account Managers, and Operations Team to confirm feasibility and accuracy of estimates.
• Participate in project handoff meetings, reviewing budgets, assumptions, and scope with production teams.
• Provide clarification during project execution when questions arise from the estimate or budget.
• Run reports and update senior management on estimating workload, bid performance, and pricing trends.

5. Data Management, Reporting & Continuous Improvement

• Maintain and update vendor pricing, production rates, and historical job costing information.
• Analyze job costing reports post-completion to refine future estimating accuracy that will be in line with budgeting requirements.
• Monitor industry trends, supplier pricing changes, and new materials or methods.
• Collaborate with management on forecasting, budgeting, and workload planning using estimating data.
• Update STACK database Item Library with new Items and create Assemblies.
• Track and manage all Leads in Asana.
• Track and manage all Proposals in STACK and Asana.

Maintain visibility of relevant estimating communications and document generation in Slack where necessary.

Required Skills & Qualifications

• 3–5 years of estimating experience in landscaping is required ( construction a plus).
• Strong understanding of landscape construction, horticulture, and irrigation systems is required.
• High level proficiency in estimating and takeoff technology, including estimating software and plan-reading tools, with the ability to efficiently navigate and manage all systems and applications necessary for the role is REQUIRED. Experience with STACK estimating software is a plus, though experience with any kind of estimating software is required.
• Exceptional analytical, mathematical, and budgeting skills.
• High attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Ability to manage multiple bids, deadlines, and priorities simultaneously.
• Strong verbal and written communication required - you must be able to communicate with clients via email and communications platforms in a professional, well-written, and courteous manner.
• Valid driver’s license and acceptable driving record for compliance with the company’s Fleet Safety Program.
• Understanding that site-walks are required for estimating. Proper work attire for the outdoors and on-the-job functionality is required when on job sites.
• Suitable, outdoor-professional attire is required for meeting with clients.
• Understanding of responsibility to sometimes be outdoors on client locations, which comes with the potential hazards of being outdoors (i.e. bugs, dirt, snakes, etc.)

Required Candidate Traits

• Highly organized, proactive, and detail oriented.
• Comfortable working with commercial business clients, high-end private clients, vendors, subcontractors, and internal teams.
• Strong critical-thinking and problem-solving abilities.
• Confident decision-maker who balances accuracy with efficiency.
• Motivated by precision, accountability, and profitable project outcomes.
• Strong capability to adhere to the company’s standard operating procedures, and flow with the evolving operational structure and systems of this growing organization with a positive and growth-driven mindset.
• Position type: Full-time, exempt
• Reports to: President/Owner, and Operational Executive
• Location: On-site in Petaluma, CA
• Travel: Local site visits are required within Sonoma and surrounding counties
• Salary: $70,000-$75,000 annually, based on experience and qualifications
• Benefits (eligible after 90 days of employment):- Health insurance, Dental Insurance, Vision insurance, Paid sick leave

Pay: $70,000.00 - $75,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Application Question(s):

• Is showing up to work, and being to work on time a priority for you?
• Are you comfortable with asking questions if you don't know something, or if need assistance/guidance with something you're not familiar with?

Language:

• English (Required)

License/Certification:

• CA Driver's License (Required)

Work Location: In person

Salary : $70,000 - $75,000